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Garrett’s Run Condominium Association 
Minutes of the Board of Directors’ Meeting 
Wednesday, Wednesday, April 29, 2015
  
Call to Order/Establish Quorum of Directors: President Jim Hamilton called the meeting to order at 12:00 pm in the clubhouse at 7900 Greenboro Drive. Other Board Members present: Secretary Ken Snella, and Treasurer Norm Young. In attendance by speakerphone: Vice President Elvis Melena and Director Traci Niederriter. A quorum was established.  Lynn Hiott with Reconcilable Differences was present. Unit owners in attendance were: Terri Vazquez, Judy Schneider, Rita Valentino, Rima and Angelo Laviano, Pat and Peter Engel, Barb Snella, Cathy Griffith, Paul and Nancy Pelletier, and Sue Kelly

Approval of the Board Meeting Minutes of March 18th and Organizational minutes from April 8th: Peter made the motion to approve the minutes as written from the March 18th meeting. Angelo seconded, and all were in favor, except Traci abstained as she was absent. (The new Board felt that the prior minutes should be approved by the old Board as they attended the meeting.) Jim made a motion to approve the organizational minutes of April 8th, Elvis seconded, and all were in favor. Lynn stated that the minutes were approved and will be posted on the website.

Financial Report: Norm reported that as of March 31, 2015, the operating account at Sunrise Bank showed a balance of $81,585, but of that amount $8,490 was from prepaid assessments, leaving a balance of $73,095. Sunrise Bank reserve balance is $158,266 and FBC (Florida Bank of Commerce) reserve balance is $85,651 for a total reserve fund of $243,918. Accounts Receivable are at $99,164. Owners still owing special assessments for 2015 of approximately $55,066 and the foreclosures owing the remainder amount of $44,098. The current financials showed the Association under budget by $12,686. Elvis made the motion to accept the financials as stated, Norm seconded, and all were in favor. 

UNFINISHED BUSINESS: 

  • Building Painting-Jim reported that in the workshop it was discussed to meet with Anchor and C&J Painting to walk around again and discuss the bids. There were discrepancies noted in each of the bids and the painters agreed to meet with Norm and Jim the following week to revise their bids after they understood what was needed. This agenda item is tabled for the next meeting. 
  • Pool and Deck Issues Update: Jim reported that the pool inspector will be present today and the inspection will occur at 1 pm and he will ask them when the pool work would be completed. Lynn reminded the owners that the pool was scheduled to be closed for 3 weeks while the resurfacing is completed. 
  • Roof 200 Building: Jim reported that Total Home Roofing submitted two proposals for replacing the roof at the 200 building. One proposal was for replacement of the Owens Corning Shingles at a cost of $36,700 and the second proposal was for Certain teed Shingles for $35,900. The differences between the two shingles was only the manufacture name. They both held the same warranty for the shingles. The roofing contractor was able to get a discount on the Certain teed shingles at the current time. Traci asked how much was in reserves and Lynn reported that at end of year there would be $30,000 in roof reserve. Traci stated that the additional $5,900 would have to be located and explained to the owners where the additional funds would come from. Lynn stated that there is a deferred maintenance account that could be utilized. Norm made a motion to approve Total Home Contract with the Certain teed shingles, Elvis seconded, and all were in favor. Lynn will contact the contractor and begin the paperwork for the permitting and the Notice of Commencement so that the roof can get on the schedule. 
NEW BUSINESS:
  • Landscaping Contract: Jim reported that US Lawns has been under a temporary contract for 2 weeks, and appear to be doing a great job. He would like to sign a year contract with US Lawns for $25,950 plus the fertilization of the shrubs and turf for an additional $5,460. Lynn will work with Norm to determine how the budget line items need to be changed to cover these contracts. Norm made a motion to approve signing with US Lawns for 12 months, Elvis seconded, and all were in favor. 
  • Asphalt: This is tabled for the asphalt company to come out in September to discuss with the Board. 
  • Landscape Committee: Sue Kelly reported that the landscape committee consisted of herself and Cathy Griffith. They also invited Peter Engel to serve on the committee upon his return from up north, which he accepted. Sue stated that she and Cathy performed a site visit on the grounds housing buildings 1-9 on 4/27/15. Their goal is to see how our association, our community presents itself to the outside world, to prospective home buyers, and to us, as home owners/residents. We were looking for consistency in the landscaping, healthy trees, grass cared for, and hedges/bushes planted and trimmed to just below the windows. The spreadsheet that she prepared from their findings were given to the Board and identifies areas that need actions or attention. Priority: In 2014 a tree stump was removed from in front of unit 701, but since nothing has been done. The ground in this area needs to be leveled, sod laid, and hedges planted. Islands: Several plants appear to need water, one in front of building 3 appears to be dying. Two palm trees are very close to the buildings and windows of building 3 and 4 that need to be removed. Ground cover near and around doorways and stairs and these need to be removed so that critters don’t have a place to hide. One last thing was a utility housing cover needed attention located near NE corner of building 200. It is pulled apart and simply looks horrible. 
Manager’s Report: Lynn reported that the Audit is almost completed and should be available to all owners within the next few weeks per request. 

Owner Input: An owner asked about issues with her ground and flooding behind unit 901. Jim stated that this issue is being looked into and that they are waiting for a bid from the landscaper. Another owner commented that the leaves are being left on the grass and this is killing the grass. Jim stated we will continue to work with the landscaper on these issues. 

Set Next Board Meeting: It was agreed that Tuesday, May 19th at 6 pm will be the Board workshop and the Board meeting will be held on Wednesday, May 27th at noon in the clubhouse. 

Adjournment: There being no further business to discuss, the meeting was adjourned at 12:25 pm by Jim Hamilton. 
  
Respectfully Submitted,   
Lynn Hiott, CAM #35322
Reconcilable Differences, Inc.